Sr. Medical Admin Secretary, Fitchburg Primary Care, 40 Hours, Days

UMass Memorial Health•Fitchburg, MA

21h•Onsite

About The Position

The Sr. Medical Admin Secretary provides advanced administrative and clerical support to physicians, advanced practice providers, and clinical staff. The position performs the full scope of medical administrative secretary responsibilities and may coordinate office operations and staff activities, train and mentor administrative personnel, manage complex scheduling and program support, and serve as a primary liaison for clinical, academic, and administrative functions. The role supports efficient medical office operations while maintaining professionalism, confidentiality, and customer service. Responsibilities include coordinating patient visits and testing, registration and insurance verification, patient intake, communication with patients and caregivers, medical documentation and correspondence, meeting and educational-program support, billing and financial processing, and general office administration. Work is sedentary and performed indoors in a normal office environment. The listed schedule is Monday through Friday, with scheduled hours of 8:00 a.m.–4:30 p.m. or 8:30 a.m.–5:00 p.m.; the position is 40 hours per week on the day shift.

Requirements

High school diploma or equivalent.
Two years of experience in a medical office or healthcare setting (as stated in the first qualifications section).
Proficiency in Microsoft Office Suite.
Proficiency in electronic health record (EHR) systems (as stated in the first qualifications section).
Strong organizational, communication, and customer service skills.
Ability to maintain confidentiality of patient and organizational information.
Demonstrated ability to manage multiple priorities in a fast-paced environment.

Nice To Haves

Completion of a medical secretary, medical assistant, or related vocational training program.
Previous experience providing administrative support in an academic medical office.
Familiarity with medical terminology, insurance authorization processes, and clinical workflows.
The later qualifications section lists one year of experience in a medical office or healthcare setting as preferred.
Proficiency in electronic health record (EHR) systems (listed as preferred in the later qualifications section).

Responsibilities

Schedule and coordinate inpatient and outpatient visits, procedures, and diagnostic testing with patients, caregivers, and ancillary services.
Register patients, verify insurance coverage and eligibility, and obtain required referrals or authorizations.
Assist with new patient intake, including collecting demographic and insurance information.
Identify urgent patient-care needs and escalate them to providers or clinical staff as appropriate.
Answer and screen calls, respond to routine inquiries, and route messages to appropriate caregivers.
Greet patients and visitors, determine their needs, provide information about procedures and policies, and ensure a courteous experience.
Serve as a liaison between patients, families, and caregivers to support timely communication.
Escort patients to examination rooms and chaperone examinations as required.
Transcribe medical reports from dictation and prepare correspondence, reports, memos, and other documents.
Proofread and edit materials for grammar, spelling, format, and style; prepare standard letters and forms for review.
Prepare, update, and maintain patient charts, records, and other documentation in accordance with organizational standards and HIPAA regulations.
Arrange and coordinate internal and external meetings; prepare and distribute agendas and record and distribute minutes.
Make travel arrangements for conferences, meetings, and other events.
Coordinate residency, fellowship, clerkship, or other educational programs, including schedules, requirements, and documentation, as assigned.
Collect patient copayments, process payments, and maintain records for daily deposits.
Perform on-site charge entry for submission to billing.
Prepare and process routine administrative paperwork, such as expense and purchase requisitions and time sheets.
Maintain confidential medical and administrative files and records and coordinate retrieval of records as needed.
Monitor office supply inventory and ensure basic maintenance of office equipment.
Coordinate office operations and staff activities, train and mentor administrative personnel, and provide complex scheduling and program support as applicable.